As I sit here, immersed in the creation of yet another process document, I find myself reflecting on the stage of my current projects and, more importantly, what the organization will look like once these projects are completed. It’s easy to get caught up in the momentum of delivering solutions, hitting milestones, and achieving those all-important KPIs. However, as consultants, we must also think beyond the project’s end date—considering how our work will sustain and thrive once we’re no longer around.
This is where process documentation comes into play. It might not be the most glamorous part of the job, but it is undoubtedly one of the most critical. Process documentation is the unsung hero that ensures the longevity and success of our implementations long after our consulting gig is over. It’s the step that often gets overlooked or undervalued, yet it’s the one that can make the difference between a project that has a lasting impact and one that slowly unravels once the external support is gone.
Why Process Documentation is Crucial
- Empowering Current Teams: A well-crafted process document serves as a comprehensive guide for the teams currently working within the organization. It captures the nuances of the new processes, the logic behind certain decisions, and the step-by-step instructions needed to execute tasks effectively. This empowers teams to take ownership of the new processes with confidence, ensuring a smooth transition and ongoing success.
- Future-Proofing the Organization: Organizations are dynamic entities, with employees constantly coming and going. Process documentation is a tool that extends the value of our work to future employees, ensuring that institutional knowledge doesn’t walk out the door with a departing team member. It provides continuity, allowing new hires to quickly get up to speed and contribute effectively without the need for intensive handholding.
- Minimizing Risk: When processes are documented, there’s a reduced risk of errors, misunderstandings, and inefficiencies. Teams can refer back to the documentation to clarify any doubts, reducing reliance on verbal communication or memory, both of which are prone to error. This is particularly important in complex projects where missing a single step can have significant consequences.
- Supporting Continuous Improvement: Process documentation is not static; it should evolve as the organization grows and adapts. By creating a solid foundation, we enable the organization to continuously improve its processes. Teams can build upon the documented processes, making adjustments and improvements over time, rather than starting from scratch.
The Importance of Using Standardized Documentation
For those glorious organizations that have a change management process with a company document standard, it is essential to adopt that standard when writing process documents. The reason is simple: it’s the standard that the company is used to and actively uses. When information is presented in a consistent manner, it is easier for people to read and process it. This consistency is crucial for ensuring that the documents are well understood and effectively used long after we’ve moved on to our next project.
Now, it never hurts to demonstrate your template. But…big BUT, if you choose to use your own format even though a standard already exists, those documents might not be as well understood as you would like. Moreover, once you’re gone, there’s a strong chance that the organization might rewrite the process to fit their existing format, potentially losing some of the nuances and details you worked hard to include.
A Responsibility, Not Just a Task
Even if the organizations engaging us on a project do not believe in the value of process documentation—and believe me, there are still some of those out there—we are still responsible for doing it. As consultants, it’s our duty to ensure that the processes we implement live beyond our involvement. Process documentation is our safeguard, our insurance policy that the work we’ve done will endure and thrive, no matter the mindset of the organization at the time.
For those instances where no company standard exists, it’s wise to have your own tried-and-true process document standard as a backup. These can be brought out to ensure that your documentation is clear, professional, and easily adoptable, setting the stage for long-term success.
A Legacy That Lasts
As consultants, our goal is not just to deliver a successful project, but to leave behind a legacy of sustainable change. Process documentation is the vehicle through which we can ensure that the benefits of our work are felt long after we’ve moved on to the next project. It’s our way of continuing to take care of our clients, ensuring that they are equipped to handle the new processes today and in the future.
And speaking of taking care of clients, ALL2S Consulting LLC takes immense pride in documenting processes and has extensive experience in ensuring that our work not only meets but exceeds the expectations of the organizations we partner with. Whether your organization has its own document standards or needs a little help establishing them, I can BYOPT (Bring Your Own Process Template) or seamlessly integrate with your company standard. If your organization could use some help—perhaps with a bit of process documentation magic—I’d be happy to have a call. Because let’s be honest, the real heroes of project success are the ones quietly creating those detailed, invaluable process documents that will outlive us all.
So, the next time you find yourself writing what feels like process document after process document, take a moment to appreciate the significance of what you’re doing. It may not be the most exciting part of the job—because who doesn’t love spending hours meticulously detailing every step of a process?—but it is undoubtedly one of the most important. It’s the step that guarantees the long-term success of your implementation—lasting longer than your consulting gig, and that is something to be proud of.
ALL2S CONSULTING LLC 